Jones Hall
Equal Employment Opportunity
and Affirmative Action
 Equal Employment Opportunity (EEO): Involves procedures
that insure that all qualified persons regardless of race, color,
national origin, sex, sexual orientation, gender identity and/or
expression, disability, age, religion or veteran/military status
(protected class) have equal access to positions and/or
advancement.
 Affirmative Action (AA): Involves identifying areas of
improvement, set goals, and take positive steps to enhance
opportunities for protected class members (individuals with
disabilities, minorities, qualified veterans, and women) in order
to help eliminate the effects of past and present discrimination.
Federal Requirements
 Youngstown State University is a federal contractor.
 In order to be and remain a federal contractor, YSU must:
 Maintain nondiscriminatory hiring and employment
practices (EEO)
 Use Equal Opportunity Clause/Statement (EEO).
 Create an annual Affirmative Action Plan (AAP).
 Take AFFIRMATIVE ACTION to ensure equal
opportunity in all aspects of employment (AA).
 Applies to full and part-time employment.
Compliance
 The YSU search process and procedures, including the
EEO/AA forms establish a non-discriminatory framework
for hiring.
 Identification of applicants and employees by race and
gender, and position provides data for AAP.
 AAP allows YSU to identify areas of underutilization, set
goals, and take affirmative action to enhance
opportunities for protected class members.
 Positive steps:
 Additional job advertisements
 Outreach to underutilized groups.
EEO/AA Forms
 Search for full-time positions require submission and
approval of two forms:
 EEO/AA Compliance Report
 EEO/AA Appointment/Recommendation Form
 New forms will be released by November 1, 2015 and
replace the existing forms:
 EEO/AA Interview Request-Replaces the EEO/AA Compliance
Report
 EEO/AA Recommendation for Appointment Hire-Replaces the
current EEO/AA Appointment/Recommendation Form
EEO/AA Forms for Part-Time Faculty
 In order to track the race and gender of part-time faculty, and take
affirmative action to increase the diversity of the YSU part-time
faculty the following form must be submitted to and approved by
the Office of Equal Opportunity and Policy Development prior to
hire:
PART TIME FACULTY Equal Opportunity/Affirmative
Action Recommendation for Appointment/Hire
 Use of the form will begin on November 1, 2015
 This form will be available on both the EOPD and HR websites
 Additional advertisement/posting requirements may be added at
a later date to further address diversity.
New Requirements
Beginning on January 1, 2016 the Office of Equal
Opportunity and Policy Development in conjunction
with the Office of Human Resources will require
external postings to be placed/advertised in order
to insure additional employment outreach to
individuals with disabilities and veterans.
New Requirements
Beginning on January 1, 2016 the Office of Equal
Opportunity and Policy Development in conjunction
with the Office of Human Resources will require
postings for positions which underutilize females or
minorities to have additional
placement/advertisement to reach these
underutilized groups.
WHY
 To ensure that YSU is providing equal
employment opportunities throughout
the University.
 To achieve a diverse workforce.
 Because a diverse workforce has a
positive impact on YSU especially the
student population.
 To meet Federal Requirements.
Requirements for Federal Contractors
 Annual Affirmative Action Plan
 Americans with Disabilities Act (ADA)(disability)
 Section 503 of Rehabilitation Act (Section 503)(disability)
 Vietnam Era Veterans’ Readjustment Assistance Act
(VEVRAA) (employment of covered veterans)
 Executive Order 11246 (race, color, religion, sex, sexual
orientation, gender identity, national origin) as amended:
 Requires federal contractors to take AFFIRMATIVE
ACTION to ensure equal opportunity in all aspects of
employment.
Jones Hall
This presentation contains links to various resources.
Click the links for more information.
October 9, 2015
PART-TIME FACULTY
REQUISITION & POSTING
INSTRUCTIONS
Locating Part-time Faculty
Paperwork
Locating Part-time Faculty
Paperwork
Part-time Faculty Hiring
Procedures
NEW EMPLOYEE HIRING
INSTRUCTIONS
How to Post New Positions
 All Part-time Faculty positions must
be posted utilizing the applicant
tracking system.
 Complete the Part-time Faculty
Position Requisition form and the
Draft Faculty Position Announcement.
 Submit posting related information to
Jennifer Lewis in the Office of Human
Resources.
Locating the Requisition Form
Vacant Part-time Faculty
Requisition Form
•
Must be signed be
signed by the Dean
and Chair
•
The position will not
be posted until both
the Requisition and
Draft Faculty Position
announcement are
received
Locating the Draft Faculty
Position Announcement
Completing the Draft Faculty Position
Announcement
When completing page 1,
please consider the
following:
•
Working Title should include
Part-time
•
The Summary of the Position
should include the duties of
the position, not
qualifications.
•
Minimum qualifications will
be used to develop
disqualifying questions.
These qualifications should
be used to determine those
minimally qualified.
•
Desirable Qualifications are
those qualifications that
would identify the ideal
candidate.
When completing Page 2,
please consider the following:
•
Determine whether the posting
will be open until filled or
whether the posting close on a
specific date.
•
When references are requested,
it is important to indicate when
in the process they will be
collected (i.e. for all applicants,
interview stage, etc.) This can
be identified in the Special
Instructions to Applicants
section.
•
If you select only transcript 1,
you may request that all
graduate and undergraduate
transcripts be uploaded as one
PDF file.
When completing page 3,
please consider the
following:
•
Posting Specific Questions
may be qualifying questions
for which applicants that
answer undesirably may be
disqualified or simply
information gathering.
•
Questions may be open ended
or have defined responses.
•
Degree requirements in the
minimum qualifications field
will be utilized as qualifying
questions.
•
The Department Description
will be optional.
Send the Documents to HR
 The Part-time Faculty Position Requisition should
be signed by the Chair and forwarded to the Dean
for signature.
 The Dean should forward the signed requisition to
Jennifer Lewis in the Human Resource Office.
 The Draft Faculty Position Announcement should
be forwarded via email to jjlewis02@ysu.edu
 This email should identify who the Chair would
like to have access to the search. These
individuals will be added to the search committee.
Preparation of the Posting
 Once the Requisition and Posting documents are
received in Human Resources the posting will be
created.
 Prior to posting the position to the University
website, a link for a draft of the posting will be
sent by email to the Chair for review and final
approval to post.
 The Chair will be able to log into the Applicant
Tracking system and view the posting.
 The Chair may request revisions at that time or
approve the position to be posted via email.
 Once the position is posted to the website,
changes may not be made.
How Applicants Apply
 Go to Jobs.ysu.edu
 Click Part-time Faculty
 Select a position from the list
 View the description
 Click Apply to this job
 Create an account or access an
existing account to complete the
application process.
How to apply for a Position:
Part-time Faculty Application
https://jobs.ysu.edu
Create an account or
Login to an existing
account to complete
the application
process.
Complete the
Application
ONBOARD THE NEW
PART-TIME FACULTY
I-9 Employment Verification Process
 YSU uses a Web-based employment eligibility service
and no longer utilizes paper I-9 forms.
 Employees should complete this process prior to
employment, but no later than 3 business days after
the date employment begins, with no exceptions.
 Please contact Ghia Burzynski at Ext. 3122, Megan
Massaro at Ext. 2107 or Fran LeGoullon at Ext. 2989
to set up an appointment to complete the I-9
process.
 Employees must bring 2 approved forms of ID off the
Acceptable Documents List to the I-9 Appointment.
 Employees should not be sent to HR without an
appointment to complete the I-9.
Background Screening
 Also, each new Part-time Faculty member must
undergo a background screening. Please make
sure a release for background information form
accompanies the new hire paperwork.
 This background release contains sensitive
information and once completed should not be
sent via email.
 All new Part-time Faculty members must pass the
background screening prior to beginning work.
Forms to be Returned to HR
1.
Application Form
2.
Employee Personal Data Form
3.
Copy of Approved EEO/AA Recommendation for
Appointment/Hire *NEW
4.
Authorization for Direct Deposit of Pay
5.
W-4 Federal Employee's Withholding Allowance
6.
IT-4 State of Ohio Employee’s Withholding Exemption
Certificate
7.
Public School District of Residence Employee Withholding
Certificate
8.
Statement Concerning Your Employment in a Job Not
Covered by Social Security
9.
Release for Background Information Form
10. Race/Ethnic/Veteran Information Form
11. STRS New Hire or Re-employed Retiree Form
Certificate
Form to be Completed for
Departmental Employee File
Acknowledgement of receipt of Auditor of State
Fraud-Reporting System Information Form
*Do not forward this form to HR*
Documents Provided to Employee
 Auditor of State’s Fraud Reporting System
 Ethics is Everybody’s Business
 Ohio Ethics Law & Related Statutes
 Annual Safety & Fire Report
 Part-time Faculty Manual
*Do not forward these forms to HR*
ALL HIRING FORMS ARE
AVAILABLE ON UNDER PART-TIME
FACULTY HIRING PROCEDURES
Summary: Employee File
 Transcripts/Certifications/Credentials
 Vitae
 Application – Printed from PeopleAdmin
 Reference Check Results
 New Hire Paperwork
 Agreements/Contracts/Supplemental Pay
Forms
 Auditor of State’s Fraud Reporting System
Form
Summary: Employee File
 Student Evaluations
 Change of Address Forms
 Any other Documentation regarding
employment at YSU
 Information to be maintained in
Department for 6 years after employment
terminates – Contact Institutional
Archives.
 Highest Degree Earned form
Part-time Faculty Manual
 FERPA (Family Education Rights and Privacy
Act)
 Work Place Harassment Policy
 Work Place Violence Policy
 The above links and additional information
are available in the Part-time Faculty
Manual.
Part-time Faculty Sick Leave
New Leave Form
 This form is to be
printed and signed
by the approver
then forwarded to
Human Resources
Employee
Processing Center
(EPC).
COMPLETING THE
ASSIGNMENT AGREEMENT
Locating the Assignment
Agreement
Assignment Agreement Form
New Form Features
 The new form provides a check box for a Mid-
Semester or Flexibly Scheduled start with blocks
for dates to be entered. Dates should be entered
here only if Mid-Semester and Flexibly Scheduled.
Please include dates for Summer Appointments
with no specified term.
New Form Features
 The Revision Section has been clarified to
accurately account for Revisions, Cancelations or
Additional Agreements.
 Please forward any adjustments in a timely
manner to avoid over/under payments.
New Form Features
 Please follow the Provost’s guidelines requiring a
Memo of Justification for Employees that will
teach over 6 Workload Hours.
 Under no circumstance will an employee teach
more than 9 Workload Hours without prior
approval from the Provost.
 Department and Course information must be
included.
New Form Features
The drop
down box
allows for
selection of
term.
The drop
down box
allows for
selection of
Academic
Year.
New Form Features
Drop down
box allows for
selection of
Summer
Term.
The total WH
generates when
entered in the
course section
of the form.
The Rate
per Hour is
entered
here.
When the Rate per
Hour is entered the
Total Amount to be
Paid generates
automatically.
New Form Features

The Default Earning, FTE, ACA, and Pay Amount will
automatically generate. This information is calculated based
on the values entered on the form. These values were
previously manually calculated in HR.

A print button has also been added to the bottom of the form
for your convenience. This feature will identify required fields
that have not been entered prior to printing.
New Form Features

A “Reset” button has been added to the top of the form. When
entering multiple contracts for different employees, this will
remove the prior employee’s information and allow for entry of
the next employee.
TECHNOLOGY FOR
FACULTY
Technology for Faculty
 Introducing Your My YSU
Portal
 Banner Self Service
 YSU Parking Permit
 Academic Overview
 How to See Your Roster and Enter Final
Grades
Technology for Faculty
 Blackboard LMS
 Tutorial page
 Outlook Web App (email)
 Get Started with Office 365
 YMES
 YSU Mass Email System
Technology for Faculty
 Starfish Student Retention
System
 Instructor’s User Guide
 Quick Reference Guide
 Instructor Attendance Report
Part-time Faculty Manual
Please send your new hires the PTF
Manual:

Employment Guidelines

Obligations

Contact numbers

Links to self-help documents
Questions ?